Administrative Coordinator - Clerk of the Court Finance Division

Pinellas County Government•Clearwater, FL

8d•Hybrid

About The Position

The Administrative Coordinator supports the Chief Deputy Director and the finance leadership team by managing daily operations, communications, and essential administrative functions. This individual will play a critical role in ensuring efficiency and organization within the finance department and will serve as a point of contact for various stakeholders. The Clerk and Comptroller’s Finance Division itself is made up of 85 professionals serving both the Clerk of Circuit Court and Comptroller’s organization and as accountant and auditor to the Board of County Commissioners, the departments under the BCC and their County Administrator. This position will support senior staff members and respond to public inquiries in an efficient, professional, and confidential manner. The Administrative Coordinator will be part of a team responsible for a broad range of complex administrative support and clerical functions. Attention to detail and documentation is paramount. This position requires initiative, independent judgment, and critical thinking skills. This role deals with highly confidential and sensitive information, requiring a high degree of discretion and tact and involving continual inter-departmental relations. The person in this role will cross train with their counterpart on the admin team.

Requirements

5 years of secretarial, communications and internal or external outreach experience; or
An Associate’s degree in Accounting, Business, Communications, Finance or a related field, and 3 years of experience as described above; or
A Bachelor’s or higher-level degree with 1 year of experience as described above; or
An equivalent combination of education, training, and/or experience.
Knowledge of office practices, procedures and operations and personnel procedures.
Ability to work independently and efficiently on complex and confidential administrative and secretarial tasks, compose effective and accurate correspondence and deal with non-routine and complex tasks.
Ability to research, compile and distribute monthly, quarterly and annual reports.

Nice To Haves

Critical, forward, and logical thinker with the ability to apply independent judgment.
Advanced MS Office skills (Outlook, Excel, Word, Teams, PowerPoint, SharePoint).
Experience with Workday and Canva is helpful.
Above-average organization skills, self-motivation, and initiative.
Knowledge of Public Records Retention and Destruction Policies and Procedures to include knowledge of the processes and procedures involved in record retention and destruction.
Experience in procurement, basic budget, and accounting skills.

Responsibilities

Manage day-to-day office operations and administrative resources to support an organized, efficient, and productive work environment.
Coordinate office supplies, division inventory, procurement, facility and technology related items, and general office needs.
Assist with Finance Division budget administration, including monitoring budget requirements for the division, coordinating budget-related activities, and supporting budget planning and tracking.
Reconcile Purchasing Card transactions for the administrative team composed of the Chief Deputy Director and other staff as needed, ensuring documentation and administrative requirements are completed accurately and timely.
Coordinate and assist with Purchase Order processes, including preparation, submissions, tracking, and follow-up to support departmental purchasing requirements.
Coordinate purchasing activities, membership administration, travel arrangements, speaking engagements and other general operational support needs.
Develop, implement, and maintain administrative procedures, manuals, and operational documentation.
Assist with communications, publications and coordination with the printshop and other vendors.
Assist with document management and records retention.
Serve as the Finance Division’s Public Records Liaison, coordinating public records requests and ensuring requests are routed and addressed in accordance with applicable requirements. Monitor GovQA and ensure all division requests are completed timely.
Coordinate telephone administration, including submitting phone service requests, managing desktop and softphone needs, and changes and updates as requested.
Lead and coordinate special projects, operational initiatives, and division-wide improvements.
Research, analyze, and recommend process improvements, efficiencies, and administrative solutions.
Manage Finance SharePoint enhancements and other administrative systems to support organizational needs.
Coordinate annual and recurring division events/projects, initiatives, and associated timelines.
Participate in organizational planning, cross-functional workgroups, and strategic initiatives.
Coordinate Finance Division emergency preparedness and business continuity planning efforts.
Maintain and update Continuity of Operations Plans (COOP), emergency procedures, and related documentation.
Represent the division on emergency management, safety, and preparedness committees.
Facilitate emergency exercises, staff training, readiness activities, and compliance tracking.
Represent the Finance Division on committees, planning sessions, and interdepartmental initiatives. May be required to compose professional minutes.
Provide administrative guidance, coordination, and support to administrative staff and division leadership.
Foster productive relationships with internal and external stakeholders to promote collaboration and effective communication.
Support broader Clerk’s Office initiatives and cross-divisional activities, as assigned.
Support division leadership in advancing organizational priorities and maintaining effective administrative operations.
Perform related duties as assigned.